Grants and receipting

Financial responsibility is essential to the effective operation of a student group. By managing funds transparently and in accordance with University requirements, clubs can maintain compliance, protect their resources, and remain eligible for funding and support opportunities. 

Remaining grants

• Quarter 4 Grant closes: Sunday 4 October

Receipting forms

• Semester 1 Major Grant: Engage
• Semester 2 Major Grant: Engage

To determine the funding track, the club will be a The student groups funding tracks are designed to align funding opportunities with the scale and scope of each student organisation. The track for each club, association, or society is determined by the number of registered memberships and through an evaluation. 

To determine the funding track, the club will be assessed on: 

• Programming scope: scale, quality, and inclusivity of planned events. 
• Financial need: Transparent budgeting and effective fund use. 
• Campus impact: Size of audience, relevance, and collaboration with other groups. 
• Organisational capacity: Track record of activity and ability to deliver programming. 
• Growth and engagement plans: Strategies to involve more students or increase visibility.  
• Membership numbers: As a guide, clubs with 45-99 members will generally be considered for Grant Track 3, clubs with 100-249 members for Grant Track 4, and clubs with 250 or more members for Grant Track 5.
• Conduct and responsibility: Club leadership and members are expected to uphold university values, demonstrate responsible event planning and maintain a positive, respectful presence in the campus community. 

• Semester One Major Grant: Sunday 17 January
• Semester One Small Grant: Sunday 28 March
• Semester Two Major Grant: Sunday 30 May
• Semester Two Small Grant: Sunday 8 August

Major grant requests: maximum request limit is determined by the groups's Grant Track allocation. 

Small grant requests: maximum request limit is $200 per application. 

Applications that exceed the relevant Grant Track allocation or the $200 Minor Grant limit may not be considered or may be returned for adjustment. If you are unsure which Grant Track your club has been assigned to, please contact Student Groups.

Conditions for spending allocated grant funds outline how awarded money may be used, ensuring purchases align with the grant’s purpose and comply with all funding requirements. These guidelines help maintain accountability and proper stewardship of the funds. 

What can grants be used for? 

• Catering (limits apply) 
• Banners/flags up to $100 
• Partial cover of assets 
• Partial cover of on campus venue and technical costs 
• Partial cover of HSW equipment and/or trainings
• Sports/cultural kit or clothing when required for competitions 

What limits apply to catering? 

• $150 maximum for Pizza costs per event 
• $100 for Exec meeting refreshments/snacks (annually) 
• $150 for AGM catering 
• University supplied caterer/food trucks are preferred 
• Costs within reason for larger events 

What can grants not be used for? 

• Payment of a person (e.g. sports coaches, speakers, performers) 
• Registration fees  
• Events where alcohol is present like pub quiz nights, steins, balls, cocktail parties or pub crawls 
• The benefit of third parties outside of the University like charities, businesses and political parties 
• Clothing (unless it is sports or cultural kit as mentioned above) 
• Travel and transport 
• Off-campus venue hire  
• Storage hire 
• Grants will not be approved as a reimbursement 
• Website hosting fees, subscription fees, or Google Drive 
• Koha or gifts 
• Prizes, vouchers, or awards  
• Activities or objects that only benefit exec or a small number of people 

Grant funding decisions are made at the discretion of the Club Support and Engagement Committee. Major Grants are assessed by the Committee, while Small Grants are assessed by The Club Support and Engagement Committee's Executive team. All funding approvals may be subject to additional conditions or requirements. The Club Support and Engagement Committee reserves the right to withhold or decline funding for activities that are inconsistent with University policy and strategic objectives. 

Receipting is a mandatory requirement for all University of Auckland grant funding received by student groups. As grant funding is sourced from the Compulsory Student Services Fee (CSSF), clubs must be able to demonstrate that funds have been spent on approved activities that support a positive student experience and campus environment.

Any purchases made using University grant funding must be supported by receipts and recorded accurately. Clubs are required to submit receipts throughout the year and ensure all grant-funded expenditure aligns with the items approved in their funding application and within the grant spending conditions. Failure to provide receipts, or providing receipts that do not match approved expenditure, may result in the club becoming ineligible for funding in the following year.

Receipting tips

Developing strong financial reconciliation practices not only supports compliance requirements but is also a valuable professional skill.  Some recommended practices include:  

• Rather than waiting until annual registration, maintain organised financial records as purchases are made.  
• Maintain a secure backup folder accessible only to financial signatories. 
• Take a photo of physical receipts immediately after making a purchase.
•  Save all emailed invoices and receipts in a dedicated folder within the club's email account.
•  Ensure all Executive members with spending authority understand the club's receipting process and responsibilities. 
• Track and organise receipts throughout the year rather than waiting until registration time. 
• Maintain a spreadsheet or document that records approved grant items alongside the corresponding receipts to help track expenditure.
• Retain copies of any approvals relating to changes in how grant funds are allocated.
• Regularly review spending against approved grant budgets to ensure all expenditure remains compliant. 
• If you are unsure whether an expense is eligible or how it should be recorded, contact Student Groups for guidance before making the purchase. 

Strong organisation and record-keeping practices will help reduce administrative workload, improve financial transparency, and support a smoother annual registration process.

Grant applications and receipt submissions must be submitted through the group's Finance section in Engage.